Annual Performance Review Process for all Department of Extension Faculty

The performance of Extension faculty will be evaluated annually by a review team including the direct supervisor and/or assistant director, as well as the associate chair. These procedures comply with university guidance found in the Faculty Annual Review and Reappointment policy.

The results of the review will be summarized in a letter prepared by the associate chair. The letter will reflect major accomplishments in teaching, scholarship and service, and include areas for growth and development that can be supported through coaching, professional development, and other resources from the department.

Documentation/evidence provided by the faculty member to inform the annual review

Initial Steps:

1. Enter all “Non-credit Bearing Instruction – EXTENSION ONLY” into Engage: Extension Data Portal. Engage is the source of data for this section. LOD will ensure your data gets ‘pushed’ to Interfolio from Engage. Extension faculty should never enter this data directly into Interfolio.
2. Collect materials for all other Interfolio data sections (1-5 below).
3. ​Probationary Faculty Only – Plan to submit an updated Core Dossier for items not yet entered into Interfolio to associate chair prior to Winter Meeting*.

Materials to be Submitted via Interfolio: 

Download and follow the steps in: Instructions for Extension Faculty**

1. Generate Annual performance report from Interfolio (FAR) for the calendar review year.
2. Prepare Two Goals/Reflections documents (PDF, no formatting requirements), describing (respectively):
   1. Current year’s goals and progress on goals.
   2. At least two performance goals and two professional development goals for the upcoming year.
3. Three teaching events evaluated with the EEET or other approved formats during the review period. A three-year summary data report should be generated by the faculty member via the LOD website.
4. One peer evaluation of teaching letter received during the review period (per calendar year) for probationary faculty.
   One letter every four years for tenured faculty.
5. Complete a Year-End Self Review of your highlights and impacts for the current year (Word doc will auto-download).
6. Additionally: Your CV/dossier should be updated and re-posted yearly at your county/unit faculty webpage. All current faculty webpage links can be accessed at: List of OSU Extension Faculty (scroll down on page).

Annual Review Process Due Dates

1. January 15: Each faculty member submits annual review documents identified above** via Interfolio.
2. January 15 - January 31: Supervisors of faculty:
   1. 1. Access faculty member materials via Interfolio (instructions will be emailed by associate chair office) in order to:
      2. Assess performance in teaching, scholarship, service, AND overall performance (Link to new rating scale).
      3. Forward the assessments and rationale as needed via email to the associate chair prior to meeting with the associate chair (#3 below).
3. January 31-February 15: Supervisors of faculty meet with associate chair to discuss assessment of performance prior to their annual review meetings with their faculty.
4. February 15-March 1: The associate chair generates a formal annual review letter that summarizes faculty performance. The supervisor meets with the faculty member to review the details of the letter. 
5. By March 15: Supervisors of faculty coordinate their faculty signatures on the final letters and forward the final, fully signed letter as a PDF to Terri in the associate chair office. Terri will forward the final copies to the faculty member and HR via Interfolio. This letter will be placed in the faculty file and become part of the faculty member’s dossier package when applying for promotion.

*NOTE: The associate chair will meet with all probationary faculty annually as described in the Department of Extension Appointments, Promotion, and Tenure (APT) document. This meeting with the associate chair does not replace the performance review meeting with the direct supervisor (#4 above). More information on faculty annual review is described in the APT document (Section V. and VI.).

Updated November 2024